Project Coordinator Job Description: Top Duties and Qualifications

Last updated: July 28, 2022

 

A Project Coordinator, or Special Projects Coordinator, supports the Project Manager in gathering equipment, resources and information to implement upcoming projects. Their main duties include maintaining budgets and work schedules, organizing and participating in shareholder meetings and ensuring all deadlines for certain projects are met.

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Project Coordinator Duties and Responsibilities

A professional Project Coordinator should be able to fulfill various duties and responsibilities. They should be able to work closely with project managers to create comprehensive action plans concerning resources, budgets and timeframes for projects. Project managers perform various coordinating duties such as scheduling and risk management. The following are additional duties and responsibilities that a project coordinator should be able to do:

  • Participate in project design meetings and propose improvements if necessary
  • Evaluate potential problems and technical hitches and develop solutions
  • Plan and manage team goals, project schedules and new information
  • Supervise current projects and coordinate all team members to keep workflow on track
  • Manage project-related paperwork by ensuring all necessary materials are current, properly filed and stored
  • Direct project correspondences by preparing and reviewing project proposals, memos, meeting minutes and emails
  • Communicate with clients to identify and define project requirements, scope and objectives
  • Adhere to budget by monitoring expenses and implementing cost-saving measures

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Project Coordinator Job Description Examples

 

Example 1

iT1, a leading national technology solution provider headquartered in Tempe, AZ is looking for a motivated, enthusiastic individual to join our sales team as an IT Project Coordinator. iT1 has been recognized by the Phoenix Business Journal's "Best Places to Work" awards as one of the top 10 places to work in Arizona for the past 9 years. This is a testament to the great team and culture we have here at iT1!

Job Summary

The Project Coordinator is responsible for assisting in the management of IT projects for internal iT1 projects, as well of for clients, from start to finish in accordance with industry best practices and iT1 policies and procedures.

Essential Functions
  • Coordinate internal resources and third parties/vendors for the flawless execution of projects
  • Billing Reconciliation

  • Ensure that all projects are delivered on-time, within scope and within budget

  • Organize and participates in meetings with management to determine the priority of opportunities

  • Ensure resource availability and allocation

  • Measure project performance using appropriate tools and techniques

  • Report and escalate to management as needed

  • Works with sales support and other customer care personnel to ensure contract, billing, and other account management functions meet government contractual requirements.

  • Supports the Company’s accounting department to ensure compliance

  • Identifies, tracks, and prepares contractual compliance filings, including notices, renewal reports, and other supporting documentation as required by the Company’s service agreements with clients.

  • Performs other duties, as necessary

    Job Qualifications and Required Skills
  • Autotask or ServiceNow experience a plus

  • Proficient in MS Project

  • Proficient in the standard MS Office products (Excel, Word & PowerPoint)

  • Knowledge of both theoretical and practical aspects of project management

  • Knowledge of project management techniques and tools

  • Excellent written and verbal communication skills

  • A team player with a collaborative and flexible attitude

  • Self-motivated and organized

  • Ability to adapt to a fast pace, dynamic work environment

  • Attention to detail

  • Excellent problem solving and analytical skills

    Benefits

    iT1 recognizes that the most important element of any company is the people who you have on your team and that view drives what we do each and every day. iT1 provides employees with the training, resources and support to put each person the best possible position to succeed. Below is a list of just some of what we offer:
  • Competitive salary

  • Outstanding health benefits package

  • 401(k) plan with company matching

  • A casual, high energy office setting in which you can grow your career

  • Onsite Fitness Center

    Job Type: Full-time

    *iT1 is an equal opportunity employer. Employment decisions are made without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability status, veteran status, or other characteristics protected by law.

    Job Type: Full-time

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Referral program
  • Vision insurance
    Schedule:
  • Day shift
  • Monday to Friday

    Ability to commute/relocate:
  • Tempe, AZ 85281: Reliably commute or planning to relocate before starting work (Preferred)

    Application Question(s):
  • Do you enjoy working in a team environment?
  • Do you have knowledge of project management techniques and tools?
  • Do you now or will you in the future require H1B Visa Sponsorship?

    Education:
  • Associate (Preferred)

    Experience:
  • Project Coordinator: 2 years (Preferred)
  • Autotask: 1 year (Preferred)
  • ServiceNow: 1 year Location: One location
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    Example 2

    Function(s):

    Support Agency operations through business intelligence, performance analysis, quality improvement and project management.

    JOB Responsibilities:

    Business Intelligence Reporting, Performance Management Models and Standardized Reporting
  • Maintain understanding of Microsoft platforms including cloud-based solutions.
  • Retrieve and analyze large data sets used to measure standardized performance metric adherence, provide forecasting, trend analysis, and on-going operations of business lines daily.
  • Generate business and performance results on a daily/weekly/monthly/ad hoc basis.
  • Translate data into visual illustrations such as charts, graphs, diagrams.
  • Collaborate in a team setting to obtain business requirements. Translate those requirements into data visualizations (graphs, charts, etc.) which can be used to make strategic business decisions.
  • Provide support as needed to maintain department goals and business objectives.

    Project Management and Quality Improvement Activities
  • Use LEAN Six Sigma methodologies to perform project specific activities supporting the project action plans including logistical and administrative duties (e.g., documenting project progress, facilitating, and leading project teams, monitoring assigned action items).
  • Present completed project outcomes to Agency management and executive team.
  • Maintain open communication on project status.
  • Participate in the ongoing development of Quality Improvement initiatives locally and through Neocaaa.

    Other Duties
  • Exemplify the Agency 3C’s (competency, courtesy, and compassion) corporate culture in all activities and interactions with staff, members, consumers, stakeholders as well as the community at large.
  • Participate in the development and application of the local performance culture.
  • Maintain proficiency in all requisite computer applications and software to successfully perform job responsibilities and duties.
  • Participate in the implementation of strategic business and/ or operational plans, projects, programs, and systems as appropriate for the objectives.
  • Participate in and contribute towards accomplishment of Divisional and Agency performance goals
  • Identify and implement LEAN process engineering activities to enhance operational efficiency.
  • Perform other tasks as assigned by supervisor.

    Authority and Relationships:

    Responsible to: Reports to the Data Engineer

    Direct Report(s): None

    Position Qualifications

    Required:
  • Two years of college coursework in Math/Statistics, Business Administration, Business Analytics, Business Intelligence, Accounting (or internship/equivalent work experience)
  • Mid-level to advance use of the Microsoft Excel and relational databases
  • Familiarity with data warehousing concepts and understanding of data analytics methodology
  • Good written and oral communication

    Preferred:
  • Strong critical thinking and analytical problem-solving skills
  • Proficiency to maintain organization of self and projects.
  • Aptitude to multi-task in a faced paced environment, staying on target with deadlines.
  • Demonstrate insightful use of financial analysis techniques, tools and concepts.

    *Physical/Mental Position Qualifications

    This position requires its occupant to have the following abilities to successfully perform the essential functions of the job:
  • Ability to effectively communicate with the elderly population and general public, both in person and by phone,
  • Ability to comprehend written material related to essential job functions,
  • Ability to accurately document facts related to essential job functions,
  • Ability to operate a computer well enough to perform essential job functions,
  • Ability to operate office equipment used in performance of essential job functions,
  • Ability to comprehend, recall, and apply facts related to essential job functions,
  • Ability to analyze, evaluate, and implement a reasonable course of action based on available information, and
  • Ability to legally drive a car or make other transportation arrangements.

    Proof of influenza and COVID-19 vaccinations are required.

    Location: 1550 Corporate WOODS PKWY, Uniontown, OH 44685

    EOE Employer

    Pre- and post-employment drug & nicotine testing required

    Job Type: Full-time

    Pay: $50,700.00 - $61,600.00 per year

    Benefits:
  • 401(k)
  • 401(k) matching
  • Dental insurance
  • Employee assistance program
  • Flexible schedule
  • Flexible spending account
  • Health insurance
  • Life insurance
  • Paid time off
  • Vision insurance
    Schedule:
  • 8 hour Location: One location
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    Example 3

    Job Description:
    This position is for a project coordinator for the wheel and tire operations team. Due to current supply chain constraints, the big-name suppliers that Deere sources tires from are unable to provide enough capacity to keep up with production. This position will be responsible for managing strategic alternative aftermarket sourcing strategies. There are some tactical functions as well like managing payments, resolving payment discrepancies, forecasting, problem resolution with supply chain issues, etc.

    Job Requirements:

    - Excellent oral and written communication skills are a must for this position
    - Experience with SAP, Sharepoint, Tableau, and Power BI is a real plus
    - A background in Supply Chain management would help this person be successful in the role
    - Must be familiar and have a good working knowledge of the Microsoft Office Suite – especially with excel.

    Additional Notes:
    - The manager is looking for someone with 3-5 years of real life, practical experience
    - Recent college graduates are not a good fit for this position

    Job Types: Full-time, Contract

    Schedule:
  • 10 hour shift
  • 8 hour shift

    Experience:
  • SAP, Sharepoint, Tableau, and Power BI: 4 years (Preferred)
  • Supply Chain management: 3 years (Preferred)
  • Microsoft Office Suite: 3 years (Preferred)
  • Project Coordinator: 4 years Location: One location
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    Example 4

    Steele Brands Management is seeking an Assistant Project Manager, Construction to add to our team!

    Hungry for an amazing opportunity? We're seeking talented, motivated and outgoing individuals who want to grow their career as fast as we're growing our brand. We believe in a team-oriented environment where employees are empowered and hard work is both noticed and rewarded. We seek to recognize potential and develop our talent to promote from within. If you're hungry for an amazing opportunity, we're ready to meet you!

    Description:

    The Construction Assistant Project Manager is responsible for managing the renovation of existing Steele Brands (CRISP & GREEN, STALK & SPADE and PACO & LIME) corporate restaurants and the build-out of future franchisee restaurants. This starts with having a strong understanding of our company’s values and our vision. With a strong attention to detail and multi-tasking efficiency, this person is able to make sure that all project milestones and deadlines are met and schedules are adhered to. In this role, the Project Coordinator is directly responsible for ensuring projects and initiatives run smoothly and efficiently. You are the main administrator of all project and initiative information throughout the life cycle of the project and or initiative. You support projects and initiatives that vary in scope and complexity. The Project Coordinator is the key conduit for communicating project information with the larger team, and you work closely with internal and external team members.

    Position Duties and Responsibilities:
  • Provide quality assistance to the Construction Division team members and own all administrative aspects of the project lifecycle
  • Maintain consistent and clear communication between all parties of the project teams on franchisee projects, including the franchisees, general contractors, designers, vendors, and other Steele Brands corporate team members
  • Utilize a project management database to keep track of project deadlines and manage task lists for all projects.
  • Communicate all changes and updates to the team for projects and initiatives
  • Quickly and professionally resolve issues that may arise
  • Daily office administration: receive and distribute mail and packages, schedule courier deliveries, manage parking and office keys, order office supplies, and execute other office administrative support as needed.
  • Generate, monitor, and update project timelines; identify deliverables and task owners
  • Proactively identify any potential issues during the project life cycle that may arise, and promptly resolving these issues in a professional manner, assuming responsibility, communicating to the Construction Division team and mobilizing appropriate parties
  • Facilitate meeting agendas, meeting minutes and maintain/update calendar invitations for meetings
  • Successfully close out projects
  • FF&E resource management and new vendor discovery
  • Maintain a list of approved preferred vendors
  • Maintain and improve online project systems and software

    Knowledge, Skills and Abilities:
  • Understanding of general contracting and the life cycle of a project.
  • Ability to read architectural plans and specifications.
  • Excellent written and verbal communication skills, with the ability to relay highly detailed information between internal and external project partners.
  • Ability to effectively present information in oral, written, and graphic form.
  • Ability to manage several tasks at once and exercise independent judgment related to daily administration of projects.
  • Detail-oriented approach with demonstrated skills in organizing and evaluating information.
  • Motivated and self-directed mindset with the ability to anticipate needs, proactively find solutions, and adapt to changing priorities.
  • Strong interpersonal skills with the ability to work as a collaborative team member in an open-office environment.
  • Proficiency in data entry, 10-finger keyboarding, project management software, Google suite, Microsoft Office products, Apple devices, and utilizing office machines (copier, mail machine, fax machine).
  • Proficiency with smartsheet or project management software is a plus.

    Qualifications:
  • Bachelor’s degree, or equivalent combination of education and experience.
  • 1+ years of experience as a project administrator within the commercial construction industry
  • Preferred: 2-5 years of experience working as a project administrator in the commercial construction industry.

    Job Type: Full-time

    Benefits:
  • 401(k)
  • Dental insurance
  • Employee discount
  • Health insurance
  • Paid time off
  • Retirement plan
  • Vision insurance
    Schedule:
  • Monday to Location: One location
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    What Does a Project Coordinator Do?

    Project Coordinators are employed by companies to oversee certain stages of projects. They’re typically in charge of the various tasks involved in the implementation of a project, like budgeting, scheduling, organizing, record-keeping and handling information flow from the Project Manager to the employees. Project Coordinators will monitor the overall progress of employees and will update the Project Manager regularly on each department’s progress. 

    Project Coordinators will also regularly schedule and attend meetings between stakeholders, clients, employees and the Project Manager. They’ll prepare the presentation items for the meetings and will share their meeting notes with the Project Manager. When any important decisions or action items are made during the meeting, the Project Coordinator will make sure to follow up on these with the necessary parties who are assigned these responsibilities.

    Individual showing a plan to other team members. A screen or white-board with gears turning, arrows, and graphs adorn the background. Text reads: "Sample project coordinator duties:Plan and manage team goals,Coordinate team members to keep project on track,Participate in project design meetings,Provide updates on projects to clients"

    Project Coordinator Skills and Qualifications 

    A successful Project Coordinator will have certain prerequisite skills and qualifications. This category of a job description is important because it determines the ability of a candidate to perform as a project coordinator. The following skills and qualifications help you get a high-quality Project Coordinator:

    • Good communication and interpersonal skills capable of maintaining strong relationships
    • Strong organizational and multi-tasking skills
    • Excellent analytical and problem solving abilities
    • Team-management and leadership skills
    • Documentation management and ability to use project management tools
    • Attention to details even under pressure
    • Time management skills with the ability to meet deadlines 

    What Does a Project Coordinator Do?

    Project Coordinators are employed by companies to oversee certain stages of projects. They’re typically in charge of the various tasks involved in the implementation of a project, like budgeting, scheduling, organizing, record-keeping and handling information flow from the Project Manager to the employees. Project Coordinators will monitor the overall progress of employees and will update the Project Manager regularly on each department’s progress. 

    Project Coordinators will also regularly schedule and attend meetings between stakeholders, clients, employees and the Project Manager. They’ll prepare the presentation items for the meetings and will share their meeting notes with the Project Manager. When any important decisions or action items are made during the meeting, the Project Coordinator will make sure to follow up on these with the necessary parties who are assigned these responsibilities.

    Project Coordinator Salary Expectations

    The average salary for a Project Coordinator is $46,942 per year in the United States. Variations on the job salary depend on a company’s industry and its location in the country. When coming up with a fair compensation for your Project Coordinator, ensure you review industry requirements and similar positions in your geographical area.

    Project Coordinator Education and Training Requirements

    Education and training requirements for a Project Coordinator are crucial to your business’ success. They prove that the candidate has sufficient academic and training background to be able to perform at the job. Therefore, a Project Coordinator should have a bachelor’s degree in business or any related field. They should also be computer literate with knowledge of the current technology used in the position. A Project Coordinator should have enough training on project management and development procedures. Training on operation of project management tools is an added advantage to consider for this job description.

    Project Coordinator Experience Requirements 

    A Project Coordinator’s experience on the job is an essential requirement for a competitive candidate. Experience proves that project managers are capable of fulfilling their duties and responsibilities with high-level precision. In this regard, a Project Coordinator should have hands-on experience in bookkeeping, reporting and budgeting. They should also have previous working experience in the Project Coordinator field. Experience in project management, from conception to delivery, is also something to look out for in this category.

    Job description Samples for Similar Positions

    In case this is not quite what you are searching for, we have other job descriptions of similar positions that might meet your requirements. These include:

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    Frequently asked questions about Project Coordinators

     

    Who does a Project Coordinator report to?

    Project Coordinators typically report to Project Managers to provide them updates on the progress of certain elements of a project. If the Project Coordinator faces any challenges with certain departments or with completing a certain section of a project, they’ll report this to the Project Manager, who will provide them with guidance support regarding how to overcome the issue. 

    Project Coordinators are often assigned certain responsibilities for each project and will receive feedback from Project Managers on ways to improve their performance. 

     

    Do Project Coordinators have different responsibilities in different industries?

    There are various industries Project Coordinators may operate in. Most of them may work in a general business office setting, completing basic projects to help enhance the efficiencies, operations and productivity levels of the company. They may also work in an agency, collaborating with numerous clients and implementing projects according to their customers’ needs and organizational goals. 

    Others can work in the information technology industry, where they must use their advanced technical knowledge to launch software projects for the company. There are also some Project Coordinators who work in construction, crafting projects to construct buildings or properties for residential or commercial companies.

     

    What's the difference between a Project Coordinator and a Project Manager?

    While they’re both instrumental in implementing large company projects, there are key differences when it comes to their responsibilities and levels of expertise. Project Coordinators typically work directly under Project Managers, completing administrative and lower-level tasks for a project to help Project Managers finish bigger picture items. Project Managers usually oversee all aspects of a project, from planning to completing it. 

    Project Coordinators roles usually center more on executing various stages of project implementation plans. They often work with department heads and other employees to handle day-to-day responsibilities and challenges. Project Managers typically have more experience with project launches. Most of them have served as a Project Coordinator in the past before being promoted to a Project Manager.

     

    What makes a good Project Coordinator?

    A great Project Coordinator should have impressive time management skills to handle several responsibilities involved in implementing a project. They must also use these skills to ensure they complete each task by its respective deadline. Many of them help manage the finances of different projects, so strong budgeting skills are also essential for the ideal Project Coordinator candidate to have. 

    Since Project Coordinators handle the daily operations of projects, they’re typically in charge of resolving common challenges as they appear, so they must have impressive problem solving and critical thinking abilities to quickly and logically resolve these issues.  

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